ELEVADO

Salesforce Property Management

Managing a database of thousands of properties proved to be a daunting task for the administrative team of this national Real Estate Investment Firm. After finally reaching their wits end with corrupted spreadsheets and communication breakdowns, they knew something had to be done. 

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Skills Utilized

Process Management

System Development

Employee Training

Project Outline

1) Evaluation & Planning

Following the AGILE development process, I knew that this project needed a great plan if it were to see any kind of practical success within the company. 

Outline

2) Design & Development

After various meetings with executives and end-users, I had a strong understanding of their business processes and various areas of potential improvement. With that in mind, I began the development face, aiming to integrate features that would save their company time, money, and headaches. 

Features

3) Training & Testing

After developing a host of new features, I began to train our users and prepare documentation showcasing how to accomplish various business tasks. Moreover, I utilized their input to aid in bug-testing and future feature planning/implementation.

REsults

Results

While there was initially hesitation about learning a new system, both staff and executives quickly grew to love their new suite of productivity tools and organizational functionality. Here’s the areas where we saw the most improvement: 

Workflow Efficiency

+70%

Increase in Tasks Completed by Users

2,452 Spreadsheets Converted

6 less clicks (avg.) used to complete tasks

14 daily tasks (avg.) per user automated.

40% reduction in task completion time.

USer
adaptation

+95%

Increase in processes and workflows handled within Salesforce.

68 work processes implemented into SF

100% of users now work primarily in Acorn.

80% decrease in time-spent in excel.

75% increase in chatter communication.

Data
Tracking

-90%

Decrease in user support tickets submitted for data-related issues

83% decrease in file rollbacks

15,000+ Property Files managed in Acorn

120 average reports generated daily

3,056 Property Records imported

Features

Custom Kanban views enable users to quickly see property aquisitions at-a-glance, making it simple to plan for future projects, resource management, and more.
Custom Kanban views enable users to quickly see property aquisitions at-a-glance, making it simple to plan for future projects, resource management, and more.
Users can also see properties in a list view, with the most relevant information easily accessible.
Users can also see properties in a list view, with the most relevant information easily accessible.
The Property Record contains tons of customization to accomodate for all the information that needs to be tracked. Users are able to upload a photo of the property, associate relevant contacts, add files, track expenses, colloborate together and much more.
The Property Record contains tons of customization to accomodate for all the information that needs to be tracked. Users are able to upload a photo of the property, associate relevant contacts, add files, track expenses, colloborate together and much more.
Thanks to the integrated chatter feature, users are easily able to track property progress and share updates on the fly.
Thanks to the integrated chatter feature, users are easily able to track property progress and share updates on the fly.
Select users are also able to see recent activity within the property, enabling them to avoid repeat work and organizing efforts in one simple spot.
Select users are also able to see recent activity within the property, enabling them to avoid repeat work and organizing efforts in one simple spot.
Previously, all properties' associated files were managed in a Sharepoint server and organized via excel spreadsheets. This often resulted in data-loss due to file syncing issues, as well as a breakdown in information transfer. Now, users are able to quickly attach files via a drag-and-drop feature. No more spreadsheet headaches!
Previously, all properties' associated files were managed in a Sharepoint server and organized via excel spreadsheets. This often resulted in data-loss due to file syncing issues, as well as a breakdown in information transfer. Now, users are able to quickly attach files via a drag-and-drop feature. No more spreadsheet headaches!
All upload files are viewable at a glance or via quick-preview directly from Salesforce.
All upload files are viewable at a glance or via quick-preview directly from Salesforce.
Prior to acquiring a new property, our end-users needed a way to estimate costs for renovations, unit rent-readys, maintenance, etc. Now, all potential projects are automatically created with a property, and costs can be inputted as bids and invoices come in.
Prior to acquiring a new property, our end-users needed a way to estimate costs for renovations, unit rent-readys, maintenance, etc. Now, all potential projects are automatically created with a property, and costs can be inputted as bids and invoices come in.
Data is easier than ever before to visualize, thanks to integrated reporting for all property expenses.
Data is easier than ever before to visualize, thanks to integrated reporting for all property expenses.
Units are also able to be managed indivdually, allowing field-workers to create reports on the go and compare costs from various vendors.
Units are also able to be managed indivdually, allowing field-workers to create reports on the go and compare costs from various vendors.
Even better, all data from a property's units are graphed and updated automatically. This makes it easier than ever to predict costs, negotiate with vendors, and track bids.
Even better, all data from a property's units are graphed and updated automatically. This makes it easier than ever to predict costs, negotiate with vendors, and track bids.
Even better, all data from a property's units are graphed and updated automatically. This makes it easier than ever to predict costs, negotiate with vendors, and track bids.
Even better, all data from a property's units are graphed and updated automatically. This makes it easier than ever to predict costs, negotiate with vendors, and track bids.
Project costs are broken down by unit, however for those wanting to get really specific, it's possible to track various aspects of a unit's costs. For example, Users can now track changes and run reports to figure out the average cost of a kitchen renovation between various properties in a given region. This means they spend less time price-shopping and more time doing the work they love.
Project costs are broken down by unit, however for those wanting to get really specific, it's possible to track various aspects of a unit's costs. For example, Users can now track changes and run reports to figure out the average cost of a kitchen renovation between various properties in a given region. This means they spend less time price-shopping and more time doing the work they love.
Once projects and/or bids are won, it's easy to track future workload commitments thanks to a custom project management feature. This cuts back on appointment rescheduling and helps ensure projects are being completed in a timely manner.
Once projects and/or bids are won, it's easy to track future workload commitments thanks to a custom project management feature. This cuts back on appointment rescheduling and helps ensure projects are being completed in a timely manner.
On the marketing side, the CPDX team is always trying to engage their investors and past-clients. In the past, there was no consistent way to track marketing/engagement efforts, which meant ROI was almost impossible to calculate. Now, our marketing efforts are automated and tracked accordingly. In this example, we see a web-to-lead form which captures a client's information and automatically updates their record with new addresses, phone numbers, etc. that might have changed since our last point of contact.
On the marketing side, the CPDX team is always trying to engage their investors and past-clients. In the past, there was no consistent way to track marketing/engagement efforts, which meant ROI was almost impossible to calculate. Now, our marketing efforts are automated and tracked accordingly. In this example, we see a web-to-lead form which captures a client's information and automatically updates their record with new addresses, phone numbers, etc. that might have changed since our last point of contact.
Web leads are automatically categorized depending on lead-source, and tracked through every stage of their engagement process. All of this is done at a glance, while more specific information can be found by opening the lead itself.
Web leads are automatically categorized depending on lead-source, and tracked through every stage of their engagement process. All of this is done at a glance, while more specific information can be found by opening the lead itself.
Marketing and Engagement is easily tracked thanks to integrated list-charts and custom reports. Instead of spending time trying to format and create a report to see our campaign's progress, it's easily accesible directly from the list of leads.
Marketing and Engagement is easily tracked thanks to integrated list-charts and custom reports. Instead of spending time trying to format and create a report to see our campaign's progress, it's easily accesible directly from the list of leads.
End-users rejoiced when I integrated automatic appointment scheduling into our marketing campaign process. Previously, users would spend hours returning calls, leaving voicemails, and playing phone tag with clients. Now, clients are able to schedule their own appointments via an automated scheduling service, and make changes on their own time if needed. They can also text our central marketing number, or email us if preferred. When they text, call, or email, a record is made within the lead and stored in their contact information.
End-users rejoiced when I integrated automatic appointment scheduling into our marketing campaign process. Previously, users would spend hours returning calls, leaving voicemails, and playing phone tag with clients. Now, clients are able to schedule their own appointments via an automated scheduling service, and make changes on their own time if needed. They can also text our central marketing number, or email us if preferred. When they text, call, or email, a record is made within the lead and stored in their contact information.
Client meetings and marketing events are automatically scheduled via the Salesforce calendar.
Client meetings and marketing events are automatically scheduled via the Salesforce calendar.
Extensive automation processes made all of this happen. Here we see a recursive-logic automation built to show the predicted cost of a property loan after amortization over x years.
Extensive automation processes made all of this happen. Here we see a recursive-logic automation built to show the predicted cost of a property loan after amortization over x years.
Property tracking is also made easier thanks to automation via the Salesforce flow feature. Here we see hundreds of projects that need to be finished for any given property renovation. Previously end-users would have to input these projects and fields every time, or rely on an excel template which was constantly being changed and updated. Now, all projects are created and tracked automatically upon Property Creation.
Property tracking is also made easier thanks to automation via the Salesforce flow feature. Here we see hundreds of projects that need to be finished for any given property renovation. Previously end-users would have to input these projects and fields every time, or rely on an excel template which was constantly being changed and updated. Now, all projects are created and tracked automatically upon Property Creation.
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